Managers of Library Operations Minutes - February 08, 2015

Meeting called to order at 1:30p.m., by Denyvetta Davis, Director of Library Operations

MLS/LO Partners - Updates

Daily Deposit Documentation – Denise Ryan & Jeffery Mullins-BO

Jeffery and Denise extended their appreciation to everyone for going above and beyond in accommodating the BO during the transition to the new system.  They distributed and briefly discussed with the managers the documentation print outs explaining the enhancement and explanations for daily deposits. 

Jeffery shared that instead of taping receipts to a single sheet of paper staff can copy and send them to the BO as long as the totals can be seen.  Calculator tapes are still needed since there has been a glitch in the system where staff is not running tapes on the checks and some of the checks are going through as double amounts.  This is believed to be linked to discounts on the room rentals.  Anne-IT, is aware of this issue and has put in a work order with the Point of Sales (POS) representatives. Jeffery invited the managers to share with the BO any ideas that they may have.

All calculator tapes, notes and credit card receipts, can be copied onto an 8-1/2” X 11” sheet of paper.  Be sure to leave a quarter of an inch from top to bottom and the lower left hand corner for the BO office use to adjust deposits.  Please do not copy receipts on green paper.

When running reports, the circulation clerks are asked to make certain that the starting days and times are entered as the date of the deposit.  Failure to enter the correct days and times often result in incorrect amounts being submitted for deposits.  Please do not hold money if there are issues balancing the deposit, write down the correct totals and send them to the BO. 

Paycom Q & A – Lloyd Lovely-DED/Finance

Lloyd informed the managers that Paycom is going according to plan.  He indicated a couple of the issues that they have had as follows:

1. The year-to-date information has not been updated from the old system yet.  Lloyd asked the managers to keep track manually until the totals are updated.  The totals are out of balance on the old system and once they get that balanced they can transfer the totals to the new system.  Lloyd anticipates this to be done by Monday, February 23.

2. Kelley-HUM, requested that for the first two weeks managers should check time daily until staff gets use to clocking in.  She asked that the comment section be used if changes are needed on timesheets.  This will allow the managers to know why the changes were made and eliminate the amount of errors as it gets closer to the end of the pay period. 

If the managers have any questions regarding Paycom they may contact Lloyd, John, or Kelley Hoffman.

Rachel-NW, shared that there is a function button on the time clock that allows staff to review their punch history without having to wait for the 30 minute period that occurs for updates in the employee self-service module.  She will forward those instructions to all correspondents.

Open Discussion

Work Schedules – Kay Bauman-DED/LO

All of the managers attended a class on the Paycom scheduling function last week.  Kay stated that there is functionality they expected Paycom to have that it does not have.  It was suggested that a few managers take a look at this function to figure out what needs to be done and how to do it then bring a proposal back to Kay and Denyvetta and they will look at it to either provide training or to come up with some other way.  They will ask some of the managers to be on this committee to form a group to represent how to use the software.  The goal should be to create schedules on one piece of software.      

Rachel will serve on this committee because she served on the committee that implemented Paycom.  Kay suggested Risa since she seems to have a good understanding of software functionality in general and has already been providing feedback to us.  The managers were asked to continue entering staff hours into ScheduleAnywhere.

Rachel will forward information regarding creating specific shifts in Paycom with added comments. 

David is working on eliminating an on-desk schedule in ScheduleAnywhere and informed for the last month, BI reference staff has been meeting as a group at the beginning of each day to decide how to divide the day out.  It has been successful thus far.

MLO meeting minutes

Each month Nita does the minutes for the managers meetings and upon her completion she forwards them to Denyvetta for her review then they are forwarded to Kellie-PLA for upload onto the Intranet.  Denyvetta is trying something different beginning with this month’s minutes.  When Nita completes the minutes she will now forward them to all of the managers so they can have the opportunity to review them and provide feedback to Nita to ensure accuracy and she will make any necessary corrections needed.  Once corrections are made, the minutes will be forwarded to Kellie-PLA, for upload onto the Intranet. 

To bag or not? (Children books with CDs in books or bags) – Jana Hausburg-CH & Julie Ballou-DN 

Denyvetta welcomed Tim for attending the managers meeting.

Julie, Jana, and David, were assigned to a group to discuss with the managers, Janet and Melissa-MSL, Heidi-TP, and other libraries, to do some research regarding placing audios on CDs and to be able to find out the process for those.  Printouts of responses and concerns received back regarding processing Easy and Reader audio sets were distributed as the managers briefly discussed some of the concerns outlined in the printout such as, available shelf space, increased cost for hardbound copies and timing..

Julie shared that those who responded, agreed that the goal for this collection should be easy to browse, easy to find and identify, and to be able to be identified as sound recordings in the catalog.  She informed that everyone also agreed that they still want them cataloged as an audio on CD.  Heidi-TP, provided research to Jana that she did in 2002 regarding vinyl storage cases for books on CD in which she estimates would be more expensive.  A similar feedback from Janet and Melissa were that the vinyl replacement cases are significantly more expensive.  They also have concerns about lack of storage space and the durability of the sample commercially available cases that they received from vendors tend to be made of soft plastic which is too flimsy to stand up to repeated drops into the book drop which is why Material Services decided to process books on CD in hanging bags.

Julie shared that as an FYI from Melissa Weathers, she will only purchase hardback books to protect the CDs if the decision is made to go with sleeves in the back of books.  The managers expressed making the change to the sleeves in the back of the books with stickers on the outside to indicate it has a CD inside.  They are not sure of the timeline with this option.  Denyvetta and Kay will discussed this matter with Karen-MSL and Heidi-TP.

Beyond You – Jana Hausburg-CH

“Beyond You Employee Salute” printouts were distributed to the managers explaining the nomination process.  The printout includes information such as, committee members, program overview written by Buddy Johnson-DN, and the nomination process.

Jana informed that this campaign is a continuation from the Champions campaign and a response to the Culture Survey of 2009. 

When asked what the committee is reviewing and how the committee is selected, Jana replied that if someone on the committee is randomly selected for a drawing prize, their name will be removed in order to draw again.

Kay shared that the committee members are those who have components of having a central theme such as, being on previous committees, FOCUS, staff recognition, staff volunteer, training, marketing, and web.

New copiers

Barbara stated that WA’s new copier takes sometimes 15-20 minutes to fax a document.  Staff is encouraging customers to send their documents by email if they have an email address.  Other libraries are having similar issues.  Denyvetta will follow up with John Rahhal-BO, and John Utley-IT, regarding concerns with the new copiers.

Julie-DN, forwarded all of DN concerns to John Rahhal who forwarded an email to the Xerox representative to resolve the issues.  She encouraged the managers to do the same.

Tri-System Retreat with Pioneer & Tulsa

Denyvetta shared that MLS partnered with Tulsa and Pioneer Library Systems for about 6 years with each library rotating as host.  She previously spoke with the managers regarding a tri-system retreat and they believe the intent of best practices and interactions were no longer being met.  They began discussions of having an individual retreat. 

The Tulsa Library System has a new director over library operations who has communicated with Stacy-PLA, their interest in revisiting a tri-system retreat.  When asked their thoughts in doing a tri-system retreat next year, the managers agreed that there are a lot of benefits and cross-training when interacting with others.  Denyvetta will follow up on that to see what the managers can come up with for next year.

Positivity in the Workplace Initiative

Denyvetta shared that at the last meeting during an exercise the managers came up with three ideas that they thought was inspiring to promote positivity in the workplace initiative.  The idea is to give a positive message at the beginning of the week.

David shared he forwards a memo to BI staff on Mondays recognizing the good work that staff does, reminders, and events going on in the system.  Chris-MC, Jana-CH, and Katrina-BE, also send messages to their staff who love it.

Rachel distributed to the managers with brief discussion the L.E.A.R.N. Model for Customer Service printout describing the language that she developed to assist her staff with positive interactions with customers.  NW staff use this model for role playing during staff meetings. It will be included in the customer service training that Rachel will facilitate in April.

The L.E.A.R.N. Model describes the following:

• L – Listen carefully to your customer, give them your full attention and do not interrupt.

• E – Empathize with the customer and try to understand what the situation is.

• A – Apologize to the customer stating, “I am sorry that this situation occurred.”

• R – React by doing something to resolve the situation, staying positive and providing options such as, “Thanking the customer for bringing this matter to your attention.”

• N – Now! Do not delay, take immediate action and inform the customer exactly how you are going to take care of the situation.

Julie gave DN staff the opportunity to provide kudos to each other or a group as a way of showing their appreciation.

Melody-ED, did research on wristbands and found a couple of options with the first option being a light blue wristband with an “M” logo on it for MLS.  The second option is an example forwarded to the managers by Denyvetta with the “Stay Positive” logo.  The managers agreed on the latter of the two.  Denyvetta has spoken with Stacy-PLA.

Kudos

Chris shared that MC’s Annual Crowns Tea, a tribute to African American Women in their church hats had a great turnout of 50 people in attendance.  County Commissioner, Willa Johnson attended.  He extended kudos to State officials, members of the City Council, and four Commission members for attending the Annual Meet and Greet at MC. 

Katrina gave kudos to everyone involved in the success of BE’s 50^th Anniversary Celebration.  She thanked Tim Rogers for speaking at the event and informed that it turned out really great.

Jana gave thanks to her staff for helping to meet a quick deadline on an assignment that she received from Todd and Kay to analyze the workflow with the furniture issues at CH. 

Melody-ED, extended kudos to Meghan Hunt Wilson who submitted a presentation for YALSA that got her accepted.

Denyvetta gave kudos to Randy, Jana, Rachel and Todd for helping at some of the libraries without managers.

Rachel and David extended kudos to Curtiss and MTC staff for doing efficient and effective work getting issues taken care of at their libraries.

Julie gave kudos to John Rahhal who came to DN on last Saturday to see if anyone needed assistance with Paycom issues.  She also extended kudos to John Utley for being there answering Outlook 365 questions as they came up.

LaVetta-OUT, extended kudos to Emily Williams who was asked to be part of the Corporative Summer Program which is a group that pick themes and artists for the artwork group.  She will be traveling to Rhode Island in April to participate in the voting process for upcoming themes and artist.  Kudos to Kristin Williamson who was interviewed by the School Library of Journal for an article called, “Y is for Yoga” which was in their January issue.  Photos from the yoga program at SO were highlighted in that article.

Sharing

Outreach Updates – LaVetta Dent-OUT

Performer’s Showcase

LaVetta briefly talked about providing showcases at every programming meeting and some of the steps that OUT will take in advance to prepare are to complete all paperwork for performers, enter volunteers into the volunteer system, set up tables and to have librarians visit with performers one on one.  All of the OUT meetings are on the meeting calendar and the fall meetings will take place at FOCUS.  The managers are invited to contact LaVetta, Emily, Kristen, or Shren with any suggestions they may have.

Summer Reading

LaVetta and Kay visited the libraries in August and September to discuss the goals for Summer Reading with managers and whatever staff they included.  We asked for feedback about the program and discussed some of the components such as:  adding a third goal level to "Read it Forward", increasing customer participation without increasing staff workload, OUT supply catalog year round, electing one person to order supplies and to retain the teen volunteer program. 

Having one person ordering supplies we believe will help us to have a more accurate inventory, which helps to have on hand what we need as well as a way to double check our numbers of participants who reached the goals.  OUT and IT are working to use the computer sign up monitors and Emily Williams will be testing to see if a slideshow can be done at the libraries each week.  Pre-registration will continue the same as last year and staff training will be April 6-30.

Starting with Oklahoma City Public Schools, breakfast for Media Specialists will be held at NW with a tentative date of April 20. 

Building/Renovation projects - updates

Jana reported no new updates for CH and stated that good things are happening.  She informed that Todd will provide a construction update on the Intranet.   They are still working on the temporary site.

Katrina reported no new updates for BE.  Tim shared they are trying to schedule a meeting with Bethany City Manager, John Shugart and Councilwoman, Kathy Larsen to get going with the preliminary drawings with the idea for them to start moving forward with fund raising.  He has hopes that the meeting will take place in the next couple of weeks.    

Devin and Tim met with the City Manager of Del City, Mark Edwards.  There is another meeting scheduled in two weeks to try and put the process back on track.

Melody reported no new updates on parking at ED.  She shared that The City of Edmond put out a news release soliciting applications for individuals interested in serving on a short term task force to identify capital projects that will possibly be funded by sales tax with a firm completion date of November 23, 2015.  The deadline is Friday, February 20.

Kay informed that they reviewed the architectural design for the JN facility that was sent to the architects.  There have been some responses.  The next deadline is March 13.

Chris informed that MC is still waiting to receive confirmation on their new carpet.  They are looking at late April.

David shared that the kid’s room was painted and MTC came and rearranged all of the shelves.

Other

Melody is running for President Elect of OLA.  She informed that voting is done online.  Chris is the current Secretary of OLA.

Training/Workshops

Highlights from workshops/training

Julie will facilitate the upcoming class, “What Would Marian Do?”  Jana will facilitate “BLT”, The “Understanding Emotional Intelligence” trainings are also coming up, which will be facilitated by Jim Friedemann. 

Tim extended kudos to all of the managers for making his first six weeks pretty easy.  It’s been fun getting to know everyone that he has enjoyed.

Announcements

Denyvetta informed the managers that MLS offer funds for librarians to attend conferences every year.  They have eliminated the dues requirement and five applicants have already applied. 

Please submit OLA registration to Denyvetta by March 15.  Denyvetta informed that OLA registration has increased to include breakfast and lunch on Thursday and Friday and then the all conference.  She spoke with Lloyd and they decided to just enter the dinner cost of $23.  Denyvetta has given to Tim, the memo for budget fiscal year 2015-2016. 

The managers were asked to submit their budget entries to Denyvetta and Kay by March 23.  This will allow time for them to review the budgets and provide feedback before the final due date of April 15.

Tim distributed to the managers the book sale bookmarks.